Winthrop University Closing Procedures

Winthrop University ~ Division of Student Life ~ Department of Residence Life

Residence Hall Closing Procedures

Spring 2013


Learning Objectives• Following the presentation, Residence Life staff will

be able to:– Summarize their role in preparing students for closing– Explain the Express Checkout and Regular Checkout

Option– List the expectations for RL staff during Closing– Demonstrate the ability to check a student out using RMS– Demonstrate the proper way to complete an RCR– Identify the two ways a student can be charged for

improper checkout


Closing Preparation• Schedule a Floor Meeting during the week prior to

the start of final exams– See agenda on Blackboard for list of topics to cover

• Prepare Signage and/or bulletin boards informing your residents about closing procedures– Signs available for download on Blackboard:

• Avoiding a Checkout Charge (this is on Legal Sized paper)• Checkout Disclaimer• Closing Bulletin Board• Express and Regular Check out option signs• 24 Hour Quiet Hour Sign


Closing Preparation• Do what you can to prepare your

residents for successful checkouts, this is not the time to get back at someone

• Prepare residents for the trash rooms and/or kitchens or other areas to be locked if necessary

• Plan your study schedule to allow for ample time to be in your building and available to your residents and for check outs


Check Out Options

Express vs. Regular

What’s the difference?


Express Checkout• Best for students who are not concerned about the

condition of their room– Courtyard Residents CAN do Express Checkout! Because

room turnover happens quickly, RAs MUST follow up quickly!

• Student signs up for ECO by 11:30 p.m. on Study Day and receives an ECO Envelope

• Upon completion of their finals, the student:– clears out their room– cleans it – closes and locks their door


Express Check out (cont’d)

• After locking their room, the student will place their key in the ECO Envelope, seal it and fill out the form on the front

• The student should take the yellow copy of the ECO Envelope form before taking the envelope to the hall office

• Hall staff will take the ECO envelope and pull the student’s key card and RCR, the student will sign the KC and RCR and they are then free to go

Express Checkout (cont’d)• IMPORTANT NOTE:

– Students who complete an Express Checkout are not able to appeal any damage charges placed on their account as a result of the final condition of their room

– If a student is concerned about damage charges for their room, they should complete a REGULAR Checkout.



Express Checkout (cont’d)• Hall staff will put the key in the key box or seal the

ECOE with the key enclosed (this is up to your hall supervisor)

• Hall staff will then staple the RCR, KC and ECOE together and place them in the appropriate location

• The student is then checked out of RMS by the hall staff member

• You (the RA) will complete room inspections for your floor on your time (should be completed within 24 hours of checkout) – Make sure you plan time each day to do your room checks– Your hall supervisor may set a deadline for completing

room checks for your building


Regular Checkout• This option is best for students

who are concerned about the condition of their room

• The student signs up on Regular Checkout Roster with approximate time/date for leaving (this is not an appointment, just an estimate) by 11:30 p.m. on Study Day


Regular Checkout (cont’d)• After completing their final exams,

the student removes all of their belongings from their room

• The student will then thoroughly clean the room as if they are the last person to check out of the room

• The student then contacts the hall office to let them know they are ready to checkout

• An RA is contacted based on the closing on-call schedule


Regular Checkout (cont’d)• The RA will go to the hall

office and pick up the student’s RCR

• The RA then takes the RCR to student’s room and goes through the RCR with the student

• Once complete, the RA explains any discrepancies that may result in charges


Regular Checkout (cont’d)• Both the student and RA sign the

RCR and the RA returns the RCR to the hall office

• The student takes their key to the hall office and signs their key card

• The key card and RCR are filed in the appropriate locations by hall staff

• The student is then checked out on RMS by the hall staff member


Expectations• From study day until the halls are closed, the

Department of Residence Life expects the following from the Resident Assistant Staff:– You are in your room or office and available to assist

students at all times, unless you are taking a final– Treat all students with thoughtfulness and respect– Be upfront with a student about possible charges (if doing

a regular checkout)– Assist your RD/RLC and fellow staff members when things

are busy– Complete your express Checkouts on your down time and

on time!– Never tell a resident their room is “good” or “fine”. To you

that means they are done, to them it means no charges!


Using RMS during Checkout• All residents should be checked out on RMS once their key has been

turned in (or in the case of lost keys, they signed their key card verifying the lost key)

• To check someone out on RMS, look them up on people search:

• Once found, click on the “A” next to their name for their room assignment


RMS

Make sure the Spring Semester (should contain dates between January and May) is highlighted then scroll over to the check in and check out section.

1. If the student is not already checked in for the spring semester, check them in

2. Once the student is checked in, check them out for the spring semester

3. RMS will ask to confirm the check in or check out, click yes.

4. If it asks to print a “Room Inventory Status Report”, click NO.

1. 2.


Room Condition Reports

Common mistakes and how to correct them


Checkout Condition• Be descriptive (not everything in the room is

“GOOD”).

• Use the available space on the back for notes or diagrams.

• Write legibly – we can’t hold a student accountable for something if we can’t tell what it says!

• Just because there is a problem with the room (ie leaky faucet, moldy a/c vent) doesn’t mean the resident will be charged, but it should still be noted on the RCR and a work request should be submitted.

Checkout Condition• DO NOT DO NOT tell the resident that everything is “FINE”, in

their minds this means they will not be charged for anything, instead tell them that their room check out is complete, show them what you have noted as damaged before they sign it and tell them they will be notified of any charges.

• Check out date should always be clearly noted on both the RCR and Key Card

• Take pictures of major damage, Microfridge issues or areas that are going to require cleaning, it is helpful to your RLC or AD if the student appeals



Good Stuff!Labeled reason for improper Checkout

Explained what was left behind


Not good stuff…Why is it an improper

checkout? The explanation should be included and all of this

should be on the Improper Checkout line

at the bottom of the RCR


Good stuff…. Check in and

Check out Conditions are both completed and any thing

that is noted on the check in that is still there on

check out is noted.


Not Good Stuff….Check out Condition

NOT COMPLETE!!


Good Stuff

Resident’s Comments Added to RCR, notice

date as well


Okay stuff…

*NOTE: This was written on the back of an RCR

Great Detail, but when was this written? Is this from check in or

check out? You should always include a date

when adding additional comments by yourself or the resident on the

condition of the room.


Which one is not like the others?


Improper Checkouts• There are only two ways to get an

improper checkout charge:– Leaving without completing a regular or

express checkout or any other attempt to check out of the building properly

– Leaving after the posted “closing” time for the hall (unless they have been given permission to stay; it should be in writing, like an email from Michell or the RLC)


Thank you.This concludes the

Closing Training Slideshow.

To finalize your closing training, please complete the quiz on Blackboard.

Thank you for your time and attention.

If you have any questions or concerns, please see your hall supervisor or

Assistant Director.

Documents

Winthrop University Closing Procedures